Varibill Implementation Plan Hosted

Transcription

1 Varibill Implementation Plan Hosted Last Modified: 2017/02/09 6:54 AM Version: 17.0 Page 1 of 11

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3 Table of Contents 1. Introduction Purpose System Overview Assumptions and Constraints System Architecture Hardware and Software Requirements Management Overview Description of Implementation Points-of-Contact Major Tasks Implementation Support Acceptance Criteria Appendix B: References Page 3 of 11

4 1. Introduction 1.1. Purpose This implementation plan outline the strategy and activities required to complete the implementation of Varibill successfully System Overview Varibill is a billing system, which is offered as an on-premise or Cloud based Software-as-a-Service solution. Varibill is equipped to cater for both recurring and usage-based billing and integrates with your accounting system for the purpose of invoice processing. Varibill is able to automatically collect data from heterogeneous source systems to bill according to the quantities of products and services consumed by clients. This requires a once-off setup and possible integration into various source systems. Once this initial setup is complete, the integration settings can be managed via Varibill. This provides the client with the flexibility to integrate with as many source systems as required and eliminates any manual intervention during billing processing Assumptions and Constraints Assumptions Constraints Business Processes o An existing invoice process is in place and roles and responsibilities have been defined. o Products and prices have been established and recorded. o Contracts are signed for products and services provided. o Clients information is complete and recorded. Varibill Legal agreements have been signed which provides the client access to a valid license. Support agreements have been signed by the client. Source Systems provision products and/or services and may record usage. Implementation resources of the client are readily available for the duration of this implementation. Implementation may be affected by employees normal work load which may prevent them from completing the initial setup, training with and using the new application. The implementation may be affected due to duplication of effort when performing a parallel run with the existing invoicing process. Page 4 of 11

5 System Architecture Page 5 of 11

6 Hardware and Software Requirements 1. All third party software, except where specifically noted, must be installed, configured and maintained by the client and falls outside of the scope of this implementation. 2. The client will be responsible for licencing of all third party software required. 3. All third party software must be on a version supported by the vendor. 4. All third party software with which Varibill must integrate must have a vendor provided API available. 2. Management Overview 2.1. Description of Implementation Project Scope 1. Training, 2. Varibill setup and testing, 3. Accounting connector implementation and testing, 4. Implementation support. Approach Varibill follows an instant-on implementation methodology. Once project scope items 2 have been completed, Varibill is available for setup and configuration. It is up to the client to decide whether the existing billing software will be used in parallel or a direct cutover approach will be followed. Page 6 of 11

7 2.2. Points-of-Contact Role Name Contact Number Address Varibill Implementation Consultant Varibill Technical Support Client Business Sponsor Project Manager Client Technical Support Client Implementation Representative Page 7 of 11

8 2.3. Major Tasks [Microsoft Project Implementation Template] Task Description Create Varibill Tenant Create and configure a Varibill tenant account. Introduction to Varibill Business Analysis Invoice Master Configure Varibill Tenant Details Template Invoice Template Review existing invoice master to determine how Varibill will be setup i.t.o. product master, products, selling prices, clients and contracts Setup company information and Varibill related configuration. Create an template for invoice ing purposes. Create an invoice template. (Logo, Icons, Colours, etc.) Security Roles and Permissions Users Product Masters Products Prices (Pricelists, Selling & Cost) Sales Team Setup roles and assign permissions. Create users and assign roles. Create product groupings to which products can be allocated. Create products / services. Setup pricelists, selling prices and cost prices for products. Create a sales team. Page 8 of 11

9 Task Description Clients Create clients. Contracts Create Contracts Terms Create Contracts Create Contract Prices Create Contract Services Import Billing Data Create Client Identifiers Pre-Production Accounting System Integration Dry run Production Accounting System Integration Capture contract terms on Varibill. Capture contracts on Varibill. Capture contract prices on Varibill. Capture fixed recurring quantities on Varibill. Import variable billing data. Link billing data to contracts. Optional: Integrate with a pre-production accounting system for invoice processing. Provide the necessary license information as well as accounting system version information to the Varibill team. Ensure an activated version of Windows is installed and updated. Confirm Varibill setup correctness and integration with the pre-production accounting system. Integrate with production accounting system for actual invoice processing. Provide the necessary license information as well as accounting system version information to the Varibill team. Ensure an activated version of Windows is installed and updated. Go-Live Page 9 of 11

10 3. Implementation Support Varibill has user guides that the implementation team can make use of. Alternatively, the implementation team can contact the appropriate person as listed in 1.1 (points-of-contact). 4. Acceptance Criteria A successful implementation can be seen as one where: 1. Varibill has been configured and can be accessed at the designated URL. 2. Authorised users can setup: a. Product Masters b. Products c. Pricelists d. Selling & Cost Prices e. Sales Persons f. Clients g. Contract Terms h. Contracts i. Contract Prices j. Contract Services k. Client Identifiers 3. Authorised users can import billing data. 4. Authorised users can maintain billing data. 5. Authorised users can process billing to preview invoices, including error resolution where applicable. 6. Authorised users can run the accounting connector to import invoices into the accounting system, including error resolution, where applicable. 7. Invoices are updated with accounting system generated invoice numbers. 8. The accounting system invoice and Varibill invoice totals match. 9. Invoices can be viewed online, downloaded in PDF format, ed to clients via Varibill. Page 10 of 11

11 5. Appendix B: References Document Name Product Master Template Product Template Sales Person Template Client Template Contract Template Contract Price Template Contract Service Template Billing Data Template Client Identifier Template Implementation Project Plan Varibill Setup Process Technical Information Used to bulk import Product Masters. Description Used to bulk import products, including selling prices and contract prices. Used to bulk import sales persons. Used to import clients. Used to import contracts for clients. Used to import contract prices of contracts created in Varibill. Used to import contract service (Fixed recurring quantities) of contracts created in Varibill. Used to import the data for which invoices must be generated. Used to import client IDs linked to contracts. Describes the implementation project, resources required, duration and start date. To describe the various entities to be created and the order in which it should be done. To be used to provide technical information required by Varibill to perform installation and configuration requirements. Page 11 of 11